Executive Assistant (Planning & Development)

Administrative Coordinator

Hampton Roads Transit is looking for dynamic, customer service oriented, and energetic people to become part of a committed team providing excellent and effective public transportation to the Hampton Roads region. We offer unmatched benefits and competitive wages in a stimulating and rewarding environment.

Hourly Wage: $21.89 - $27.37

Job Description

Coordinates and provides administrative support of day-to-day activities for the Planning and Development Department, which oversees planning and development of capital projects and major transit investment planning studies for the agency. The department also includes Service Planning and Scheduling, Customer Relations and Grants Management. The duties of this job require the exercise of experienced judgment in carrying assignments through to completion and involves substantial contact with internal as well as external stakeholders, customers, that may include federal, state and city officials.

Essential Job Functions

• Coordinates administrative activities and resources for the entire Planning and Development Department.
• Ensures department-wide coverage and consistency in managing administrative resources and processes.
• Collects, organizes, records, and verifies accuracy of data and information for the department as assigned.
• Prepares on a monthly basis all Bank of America statements for charges that were placed on the "company issued" "P" card and the "travel charge card". Ensures that reimbursement requests are in accordance with Finance Policies.
• Maintains the Department's Policy and Procedures in compliance with Records Management annual requirements.
• Coordinates and tracks staff assignments with the Chief Planning and Development Officer.
• Responsible for assisting the Manager of the Customer Relations Division to ensure effective, documented communications/correspondence occurs when responding to Customer Service issues/complaints.
• Coordinates with HRT personnel and external agencies for scheduling meetings and activities as well as maintaining a database of contacts. Prepares reports and correspondence relative to the technical and administrative activities of the Planning & Development Department under the direction of the Chief Officer.
• Responsible for all travel arrangements for P & D staff to attend conferences and training sessions. Also ensures all travel is in accordance with HRT travel policies.
• Prepares Purchase Requisitions in the D365 system in support of contracts for professional services within the Department, and for the CEO upon requests.
• Maintains comprehensive calendar of internal and external activities for the benefit of departmental leadership and coordinates meetings and schedules for the entire department.
• Conducts research and compiles and reviews reports and other technical documentation to support department needs, including summarizing requirements and identifying deliverables for departmental response.
• Assists the Chief Officer in the preparation of the Department's annual budget as well as tracking department expenses.
• Obtains a familiarity with federal and state guidance for areas associated with Planning & Development Department activities.
• Responsible for assembling briefing binders for Semi-Annual FTA Region III meetings. Also responsible for all meeting logistics, preparation of timely meeting minutes and follow-up action items of semiannual FTA meetings.
• Responsible for maintaining the Departments office supplies and reordering supplies when inventory is low.
• Responsible for the annual preparation of Transportation Service Plan letters, under the guidance of the Chief Officer for the six member cities in compliance with the Cost Allocation Agreement.
• Maintains the department document control and file code systems to ensure all project documentation can be easily tracked and retrieved.
• Coordinates, plans regularly scheduled meetings with office support staff to resolve common problems such as implementation and consistent application of policies and procedures, needs and used automated office equipment, budget tracking, and record keeping systems.
• Develops information for official reply to agency inquiries; independently researches, locates, assembles, edits, and summarizes material, information and data for administrative action; maintains written control of materials received, routed, assigned, or disposed of.
• Acts as the administrative staff for the Planning and New Starts Development Committee for the HRT Commission.
• Records minutes of meetings as required.
• Collects and distributes internal and external mail for the department.
• Maintains department file and reference system.
• Receives and refers calls.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policies and Procedures.
• Performs other duties as assigned.

Required Knowledge, Abilities and Skills Essential to Job Functions

• Strong working knowledge of administrative functions within a technical environment.
• Conduct studies and research with minimal supervision.
• Complete assignments with independent thought and action with the scope of specific assignments.
• Excellent coordination and people skills, including the ability to establish and maintain good working and interpersonal relationships with management, HRT staff, members of the commission, elected officials, leadership of other government agencies, as well as with other public and private organizations.
• Ability to readily develop an understanding of organizational functions, policies, and procedures, as prescribed by management.
• Strong skills in the use of office equipment such as personal computers and office software, fax and copy machines. Skill in entering, organizing, and retrieving data using computerized spreadsheets and databases, in preparing reports, presentations and correspondence using word processing and other software, including Power Point, use of the internet for research, communication (including email) and data exchange.
• Skilled in written and spoken communication of administrative and technical data with strong grammar/spelling knowledge sufficient to screen own work as well as that of others.
• Good telephone skills and presence.

Records Coordinator

Serves as the Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with all of HRT's Records Management Policies and Procedures; preparing documents for imaging by designating file code information and forwarding to Records Management; maintaining (archiving/storage) and disposing of records in accordance with the approved HRT Records Retention and Disposition Schedules; attending regular information and training meetings; and providing information to the department Chief Officer and all department members on records management including paper, electronic records, photos, news articles, and other items.

Required Software Knowledge and Skills Essential to Job Functions

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential. Proficiency in Microsoft Teams, SharePoint, and 365 Dynamics is desirable. Basic problem-solving skills associated with software applications used is expected. Software usage relevant to job duties will be evaluated.

Software applications:

Microsoft Word, Outlook, Excel, PowerPoint.

Safety Responsibility

Performs all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promotes safety awareness and follow safety procedures and policies. Takes an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.

Training and/or Education

A two-year degree or valid certificate in business administration is desirable. Strong communication skills, both oral and written, with sufficient command of English to effectively compose and edit documents is important. Ability to review technical documents, interpret and organize data and information.

Required Experience

Seven years of progressive experience in a similar role in a technical environment would be advantageous. Any acceptable combination of education, training and experience that provides the above knowledge, abilities and skills may be substituted.

Licenses or Certificates

Possess a valid Driver's License. Acquire a Virginia Driver's License within 60 days after the date of hire (in instances when an out of state license is not the applicant's current state of residence).

Special Requirements

This position is classified as non-essential personnel.

FLSA Status

Non-exempt

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Unusual Demands

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves meeting multiple demands on a timely basis. Duties may require some seasonal overtime. May require occasional evening and/or weekend work.